Rules of procedure of the GV

Fixed on 31 March 2025

Section 1: General provisions

Article 1.1 Definitions and abbreviations

In these By-Laws, the following definitions shall apply:

a.    Delegates of the UMC Council: the members referred to in Article 33 of the UMC Council Regulations.
b.    AGM: the concluding Joint Assembly referred to in Article 4.5 of these By-Laws.
c.    Policy questions: questions that deal with the CvB's considerations and arguments in relation to a decision that is planned or has already been taken.
d.    CvB: the Executive Board as referred to in Article 3 of the articles of association.
e.    FJA: the Faculty Joint Assembly referred to in Articles 40 and 41 of the Structure Regulations.
f.    GV: the joint meeting consisting of the members of the UGV and delegates from the UMC Council.
g.    Informative questions: all questions that do not qualify as policy questions.
h.    Works Council: the Works Council.
i.    ovGV: the consultative meeting joint meeting as referred to in article 4.4 of these internal regulations in which consultation takes place between the CvB and the GV.
j.    GV Presidium: the GV Presidium, consisting of the executive management of the OR and the USC Presidium.
k.    Supervisory Board: the Supervisory Board of Radboud University.
l.    UGV-FSR Regulations: the Regulations University Joint Assembly and Faculty Joint Assembly 2018 of Radboud University, or any subsequently adopted version, in which case the article numbers referred to in these Internal Regulations should be read as corrected if necessary.
m.    UMC Council Regulations: the UMC Council Regulations 2011, or any subsequently adopted version, in which case the article numbers referred to in these standing orders should be read as corrected where necessary.
n.    Structure Regulations: the Radboud University's Structure Regulations 2021, or any version adopted at a later date, in which case the article numbers referred to in these Internal Regulations should be read as corrected where necessary.
o.    UGV: the University Joint Assembly referred to in Article 39 of the Structure Regulations, consisting of the members of the OR and the members of the USC.
p.    USC: the University Student Council, as referred to in Article 39 of the Structure Regulations.
q.    FGM: the preparatory joint meeting referred to in Article 4.3 of these By-Laws.

Article 1.2 Validity and scope

  1. These By-Laws support and concretise Chapter II of the UGV-FSR Regulations.
  2. These By-Laws are subordinate to the UGV-FSR Regulations.

Article 1.3 Adoption and amendment

  1. The By-Laws will be placed on the agenda for information at the first AGM at the start of the academic year.
  2. Notwithstanding Article 6.2, these By-Laws shall be amended no more than once per academic year, preferably at or shortly after the start of the academic year.
  3. Amendments to these internal regulations can be made by a simple majority of votes, with the rules around voting set out in Article 2.2.3 of the UGV-FSR Regulations in force.
  4. Proposed amendments should be submitted in writing to the Presidium GV for inclusion in the agenda at the next cycle.

Section 2: Annual cycle

Article 2.1 Annual Calendar

  1. A meeting calendar for the meeting cycle for a calendar year is set annually by the GV Presidium, in coordination with the GV secretarial office and the CvB's registry. Scheduling takes into account exam periods - where possible. 
  2. In deviation from the established annual calendar, additional meetings may be scheduled during the year.

Article 2.2 Meeting cycle

  1. The GV meets according to a fixed meeting cycle starting the week of agenda consultations.

  2. The meeting cycle is detailed in Section 4 of these By-Laws and chronologically consists of:

    a. agenda consultations,

    b. committee meetings,

    c. preparatory Joint Meeting (FGM),

    d. the consultative meeting (ovGV) and

    e. the concluding Joint Assembly (AGM).

Section 3: Joint Assembly Presidium GV

Article 3.1 Composition

The GV Presidium consists of the executive management of the OR and the USC Presidium.

Article 3.2 Duties and powers

  1. The Joint Assembly Presidium GV is responsible for:

    a. setting the (provisional) agenda of the meeting cycle based on topics submitted by the CvB and/or (members of) the GV prior to the meeting cycle.

    b. preparing the various meetings of the meeting cycle and setting their provisional agendas.

    c. the smooth running of the meetings.

  2. The Joint Assembly Presidium presides over the various meetings, committees and work groups.
  3. The GV Presidium only conveys the opinion of the GV as a whole to third parties.
  4. When appointing members of the Supervisory Board, the GV Presidium is heard by the Supervisory Board before appointment on behalf of the GV.

Section 4: Meeting cycle

Article 4.1 Agenda consultations

  1. As a condition for discussing a topic in a particular meeting cycle, the documents required for this purpose must be submitted to the secretarial office no later than three working days prior to the agenda consultations.
  2. The agenda and documents are shared with the GV at least two weeks before the committee meeting.
  3. The AGM and ovGV agenda will be provided no later than a week before the meeting.
  4. The agenda for the AGM will be provided no later than two working days before the meeting.
  5. If a meeting is closed, this will be announced via the agenda prior to the meeting.
  6. In weighty cases, the Joint Assembly Presidium may deviate from the preceding paragraphs of articles, giving reasons.

Article 4.2 Committee meetings

  1. The GV has the following standing committees:

    a. Finance, Property, ICT and Personnel (FVIP);

    b. Education, Research and Students (OOS);

    c. Strategy, Policy and Governance (SBB).

  2. In principle, the committees meet once per meeting cycle in preparation for the FGM.
  3. All GV members may participate in committee meetings.
  4. All committee meetings are in principle open to the public. The chair of the committee meeting may declare the meeting - or part of it - closed in advance or during the meeting in case of discussion of confidential agenda items or at the request of one or more members of the GA.
  5. The purpose of the committee meetings is to collect information prior to the VGV and, if necessary, prepare recommendations to the GV for its decision-making.
  6. The chair and/or vice chair of the committee invites policy officers to the committee meeting to answer informative questions and/or give explanations.
  7. The member of the CvB managing the relevant portfolio is invited in advance to attend the committee meeting on topics.
  8. It is possible to submit informative questions in writing via the secretarial office until no later than one week prior to the committee meeting. These will be sent to the invited policy officers and the CvB.
  9. If informative questions at the committee meeting have not been answered or have not been answered adequately or if new informative questions arise during or after the committee meeting, it is possible to submit additional informative questions to the CvB via the secretarial office until no later than the day after the committee meeting.
  10. The committee drafts policy questions as it deems necessary. These are presented to the CvB in writing.
  11. The committee adopts a preliminary recommendation to the GV for final decision-making. This preliminary opinion presents a reasoned proposal for a final decision. If the volume of files on the agenda makes it impossible to report on all discussions, the files with the right of consent or advice take priority.
  12. If a committee meeting topic is scheduled for ovGV, the committee appoints spokespersons for ovGV. At least two spokespersons will be appointed: in principle, one on behalf of the OR and the UMC Council delegates jointly and one on behalf of the USC. If either section waives the appointment of a spokesperson, the other section will appoint two spokespersons.
  13. Pre-advisories to the GV are prepared by the secretarial office and adopted by the chair and vice chair of the committee and the spokespersons of the relevant topic.

Article 4.3    Preparatory Joint Meeting (FGM)

  1. The VGV is for announcements by the Presidium GV and discussion of agenda items for the ovGV.
  2. In the VGV, members can put forward matters relating to the operation of the GV for inclusion in the AGV agenda.
  3. At the start of the FGM, members can propose topics for discussion. Depending on the agenda, these topics will be discussed at the FGM or at the AGM.
  4. Decision-making will take place only at the AGM or AGM.

Article 4.4 Consultative meeting (ovGV)

The consultative meeting is described in Section 2 of the UGV-FSR Regulations.

Article 4.5 Closing Joint Assembly (AGM)

  1. During the AGM, the GV's position statement takes place. A written record of this will be written by the secretarial office.
  2. Position will be determined by voting. The voting procedure is described in Article 2.2.3 of the UGV-FSR Regulations.
  3. During the AGM, issues referred to in Article 4.3 paragraphs 2 and 3 can also be discussed internally. In principle, discussion of these subjects is not open to the public. Following a discussion of these topics, decision-making may also take place in accordance with the procedure described in Article 2.2.3 of the UGV-FSR Regulations.

Rule 4.6 Round tables

  1. It is possible to submit written questions under the ‘Round Table’ item for the GV.
  2. Written round tables can be submitted via the secretarial office from one week prior to committee meetings until two days after committee meetings.
  3. Written questions submitted under the ‘Round Table’ item will be sent to the CvB in the week after the committee meeting for response
  4. Between the time of submitting the written round table question and sending it to the CvB, the GV presidium - in consultation with the questioner - makes a distinction between questions to be dealt with as round table questions at the ovGV and round table questions to be submitted as agenda items for the next meeting cycle. The Presidium GV asks the CvB (via the registrar) to deliver the relevant policy document or written response before the next committee meeting.
  5. It is also possible to ask an oral question submitted under the ‘Round Table’ item at the GV.

Section 5: Extraordinary committees and work groups

Article 5.1 Creation of extraordinary committees and work groups

  1. The GV may establish extraordinary committees and/or work groups. These are committees that deal with specific subjects of a substantial nature with a limited duration.
  2. Extraordinary committees are mandated to meet with policy officers and prepare preliminary opinions, but are not authorised to make decisions or bind the GV in any way.

Section 6: Final provisions

Article 6.1 Catch-all provision

In all cases not covered by these internal regulations, the GV decides by weighted majority.

Article 6.2 Deviation from the By-Laws

In special cases, the GV may decide by unanimity to deviate from the provisions of these internal regulations.

Article 6.3 Entry into force

These By-Laws shall come into force on 1 April 2025.

Official Employee Participation Secretary Modified on: Valid since: